Scheduling Overview

You can Add Schedules, Edit Schedules, Confirm Schedules, and Delete Schedules from all Scheduling areas: Day, Week, Month, and Grid. The difference between the view is how they display and work with Schedules. Regardless, a change to one scheduling area automatically updates the other areas.

• Generations is designed to create schedules long-term. If the case continues indefinitely, we recommend adding schedules for six months to a year in advance. It is easy to make changes or delete shifts as needed. In the long run, this approach also saves schedulers plenty of time.
• After you have been using the system for some time, add additional schedules for Clients who you are still servicing. Run the Scheduled Service Ending report weekly or monthly to identify schedules that need to be continued.
• There are also many alerts built into the system to assist you in accurate scheduling. Please refer to Scheduling Alerts for further information.

Videos

• Calendar
• Weekly
• Grid
• Add
• Edit
• Copy
• Delete
• Adding 24-Hour Shifts
• Client and Visit Notes on the Calendar
• Confirming
• Finding Available Shifts
• Caregiver Search
• Emailing Schedules
• Schedule Alerts
• Schedule Reports
• Travel Time
• Watch a July 2020 Spotlight Session webinar about Scheduling or download the slides. This video is 33-minutes long.

Scheduling Views

There are four different views for schedules. A change in one view is automatically reflected in all other views.   

• Day. A view of today's shifts with drag and drop shift change capability.
• Grid. A view of schedules where one line equals one shift. Great for a quick view, for sorting, and for manually confirming shifts. 
• Month. A traditional calendar view of schedules. Best for creating, editing, and deleting multiple schedules at one time.
• Week. A 7-day bird's eye view of schedules.

Scheduling Components

To add a schedule, the following components must be in place:

• Name of the Client from the Client Personal Data screen.
• Name of the Caregiver from the Caregiver Personal Data screen.
• Bill Rate or how much you charge your client for this service. In Generations, the bill rate is called a Service Code.
• Pay Rate or how much you pay the Caregiver for this shift. This is established in the Caregiver's file on the Payroll Items tab.
• Dates and times of service and other information as required.

Confirmed vs Unconfirmed Schedules

Each schedule can have a status of confirmed or un-confirmed. Confirming a shift in Generations is the equivalent of saying that you want to bill and pay for that shift. 

• The best practice is to create shifts unconfirmed.
• Confirm the shift after you verify the Caregiver worked the shift and times are correct; if you use Generations EVV, most schedules confirm and update automatically.
• Unconfirmed shifts have a question mark.
• Confirmed shifts have a checkmark.